Request for Proposal For Early Childhood Education Services

Transcription

1 DAYTON PUBLIC SCHOOLS Request for Proposal For Early Childhood Education Services DAYTON BOARD OF EDUCATION 115 South Ludlow Street DaytonOH Proposals will be accepted until 12:00 PM Tuesday, May 10, 2016 and must be uploaded to Bonfire software; see submission instructions at RFP No Date: April 19, 2016

2 Dayton Public School District (DPSD) intends to enter into a three (3) year contract, with two (2) one year options with a qualified vendor to deliver Early Childhood Education Services. This initiative is known as the DPSD Early Childhood Education Services. On April 19, 2016, DPSD will post a formal solicitation for RFP Early Childhood Education Services for Dayton Public Schools at web site: All interested parties, potential Offerors, and those seeking to do business are hereby notified that this web site will be updated periodically to include additional documentation. Interested parties, potential Offerors, and those seeking to do business must continuously check this web site to make sure to receive any additional information posted regarding this solicitation. Senior Contract Specialist, Bobby Smith, is the point of contact and he may be reached via at bjsmith@dps.k12.oh.us. A pre-proposal conference will be held, Wednesday, April 27, 2016 at 1:00 p.m., in the 5 th Floor Conference Room at 115 S. Ludlow Street; corner of Fourth and Ludlow Dayton, Ohio All interested parties are encouraged to attend. Proposals to provide Early Childhood Education Services for Dayton Public Schools must be uploaded to Bonfire software prior to 12:00 p.m., localtime on Tuesday, May 10, Submission instructions can be obtained at Firms submitting proposals must be approved by the Human Relations Council of the City of Dayton and must submit with their proposal evidence of such approval. Additionally, the response must include documentation of good faith efforts for utilization of local and economic disadvantaged businesses per the requirements of the DPS Community Inclusion Program. Based on Ohio Revised Code , the Dayton Board of Education requires that all firms submit with their proposal an affidavit affirming status of delinquency on property taxes. The Board of Education reserves the right to accept or reject any or all proposals resulting from above. DAYTON BOARD OF EDUCATION Adil Baguirov, Ph.D., President Craig A Jones, Treasurer Publication Dates: April 19, 25, 2016 Proposal Due Date: May 10,

3 TABLE OF CONTENTS LEGAL NOTICE 2 SECTIONS 1.0 PURPOSE BACKGROUND SCOPE OF SERVICES PROPOSAL FORMAT ATTACHMENTS TERMS AND CONDITIONS TERMINATION CLAUSES..15 SUPPLEMENTAL DOCUMENTS ATTACHMENT I PRICING FORM...16 ATTACHMENT II...17 ATTACHMENT III...18 ATTACHMENT IV.. 19 ATTACHMENT V...20 APPENDIX IP-I THRU IP-V DPS INCLUSION PROGRAM

4 PURPOSE The purpose and intent of this Request for Proposal is to solicit Early Childhood Education Services in the Dayton Public Schools from qualified sources and to establish award through negotiations for the Dayton Public School District (herein referred to as DPSD). Dayton Public School District anticipates entering into agreements as needed with qualified vendors(s) beginning upon the approval of the Board of Education. 1.0 BACKGROUND The Dayton Public Schools District is a large urban school district with 2,400 employees and approximately 14,000 students attending the DPSD approximately 32 instructional facilities. There are four administrative facilities. As a result of a decentralized management philosophy, the expectation of producing higher levels of services in an environment with decreasing resources, the school district foresees the necessity to maximize value. 2.0 SCOPE OF SERVICE The selected offeror shall provide for the operation of an Early Childhood Education program. The program is based on Ohio s Early Childhood Guidelines. The program will provide preschool services to those students in the Dayton Public Schools (DPS) attendance area. Requirements Project Description Contractor will be responsible for the implementation of the grant as authorized by the Ohio Department of Education. Provide Early Childhood Education services to students 3 and 4 years old or other ages as identified for service by the grant and living in the Dayton Public Schools attendance area. The Offeror will ensure 277children receive full-day services with funding from the Early Childhood Education grant paying the cost for ½ day of service and funding from the Offeror paying for ½ of the service to provide 277 children with a full day of service. Must have the ability to add additional students as more slots are allocated by ODE 4

5 Work closely with personnel from Dayton Public Schools regarding needed services for children with disabilities. The Offeror s model must be based upon the Early Learning and Development Standards. Curriculum must be aligned to the Early Learning and Development Standards. OPERATION OF THE PROGRAM The Offeror will be responsible for the day to day operation of the program including all services for the families and children as outlined in the grant. Services shall include but are not limited to: Ensure the curriculum is aligned to the Early Learning and Development Standards developed by the Office of Early Learning and School Readiness. (OELSR) Assessments are used to make, adjust and refine instructional decisions and to evaluate child progress. Compliance requirements: o Educators administer state-required child assessments to all enrolled children, as prescribed by ODE. o Program leaders report assessment results to the state within ODE-specified deadlines. o Educators assess child progress using a curriculum-based assessment at least two times per year and document progress through the curriculum-based assessment process and/or through portfolios, work samples and other informal methods of recording progress. Provided services for the funded number of students as established by the OELSR. Meet any child or program assessment requirements as developed by the OELSR. Document and report child progress as prescribed by ODE. Offeror shall develop a sliding fee scale based on family incomes and shall charge families who earn more than two hundred per cent of the federal poverty guidelines, as defined in division (A) (3) of section of the Revised Code, for the early childhood education program. Offeror will meet and report compliance with the Early Learning Program Guidelines for school readiness. Offeror will use an approved assessment to pre-test and post-test students and provide data to DPS during the first and fourth quarter of the school year. Requirements (continued) 5

6 The Offeror is responsible to ensure the lead teacher meets the qualifications requirements defined by of Ohio Revised Code. Educators have the knowledge and skills necessary to support children s learning and development. Lead teachers must have a Bachelor s degree in ECE or other approved field. The Offeror will ensure state-required assessments are used to make, adjust and refine instructional decisions and to evaluate child progress. The Offeror will require teachers, except teachers enrolled and working to obtain a degree pursuant to section of the Ohio Revised Code, to attend a minimum of twenty hours every two years of professional development as prescribed by the ODE. The Offeror will ensure the learning environment is organized to support and facilitate young children s thinking abilities, learning processes, social competencies and general well-being. This includes: o Ensuring the learning environment is safe, clean, attractively arranged and meets all licensing specifications. o A comprehensive early childhood curriculum is employed that addresses child development objectives and Ohio s Early Learning and Development Standards. o Assessments are used to make, adjust and refine instructional decisions and to evaluate child progress The Offeror will ensure all children receive health and developmental screenings within 60 business days of entrance into the program. This includes: o All health screenings are conducted by the appropriate personnel, such as family pediatrician, community health clinic personnel, program nurse or nurse practitioner. o The developmental screening is age-appropriate with normed scores relevant to the population. The developmental screening includes: Speech/language; Cognitive; Gross and fine motor skills; and Social, emotional, behavioral development. o All developmental screenings are conducted by individuals trained to administer, score and use the instrument appropriately. o The results of health and developmental screenings are documented and shared with families. o Health and developmental screening results are shared with families and staff for use in planning appropriate educational experiences and support services. o Families are informed of any missing health information. The Offeror will ensure all referrals are completed within 90 days of identification of need, as determined by the appropriate professionals. o Children are referred to the appropriate health care and/or developmental 6

7 professionals in full partnership with the family, based on screening results. o Each child s record contains written documentation of the date(s) of referral, all follow-up services provided, and communication with the service provider and family. The Offeror will ensure all programs will meet all licensing requirements regarding children s health, physical and nutritional needs. o The early education and care program provides a nutritious breakfast, lunch and/or snack that meet USDA guidelines. o The early education and care program provides families with information and guidance regarding nutrition, physical health, safety, fitness and healthy lifestyles. o The early education and care program provides children with daily activities to promote physical fitness and healthy habits. The Offeror will ensure all programs will meet all annual licensing elements required for a safe, clean and organized environment. o The learning environment is organized to support and facilitate: Large and small group experiences; Individual explorations; and Quiet contemplation in private spaces when children need to be alone. The Offeror will ensure the organization of the classroom helps children develop selfmanagement, conflict resolution and social interaction skills. The Offeror will ensure a variety of age-appropriate and developmentally appropriate materials and equipment are available indoors and outdoors. At a minimum they include: o Dramatic play equipment and props; o Sensory materials; o Materials that support learning goals in all content areas: language and literacy, mathematics, science, social studies and the arts; and o Gross motor equipment for activities such as climbing, balancing, pushing, pulling and riding. The Offeror will ensure the weekly schedule reflects a balance of adult-guided and childguided learning. The Offeror will have an adopted a written, evidence-based, comprehensive curriculum that includes a companion curriculum-based assessment, both of which are available for review annually. The Offeror will provide evidence that teachers annually receive instruction and/or participate in professional development seminars that address standards, curriculum, assessment and the alignment process using an ODE-approved tool. 7

8 o Educators intentionally plan educational experiences and deliver instruction using a variety of teaching strategies to meet the diverse learning abilities of all children. o The curriculum provides guidance on the appropriate use of whole-group experiences to support children s developing sense of community, as well as use of small-group and one-on-one time for targeted instructional strategies. o The curriculum provides educators information and guidance to develop children s understanding of diversity of culture, family composition, differing abilities, language and gender. The Offeror will ensure all state-required child assessments to all enrolled children, as prescribed by ODE. The Offeror will report assessment results to the state within ODE-specified deadlines. The Offeror will maintain and report programmatic and fiscal records to document the work of the program. The Offeror will permit outside and/or DPS evaluators to complete the Early Language and Literacy Classroom Observation (ELLCO) or other approved observation tool as scheduled. The Offeror will ensure all children s progress will be assessed using a curriculum-based assessment at least two times per year and document progress through the curriculumbased assessment process and/or through portfolios, work samples and other informal methods of recording progress. o The curriculum-based assessment includes goals and a process to measure the progress of motor, social, emotional, language and cognitive development and the acquisition of general knowledge and skills. o Educators use curriculum-based assessment to select goals for learning and teaching strategies and to make adjustments in the daily schedule and learning experiences. o Educators use formal and informal assessment evidence and data, including information from families, to plan, differentiate and adjust instructional practices to support learning. o Educators use screening and assessment data to help determine individualized educational experiences. o Families are provided multiple opportunities to: (1) understand the assessment processes used and data collected; (2) review and contribute to their child s education plan; and (3) share information about their child s progress toward learning goals. The Offeror will ensure every lead teacher will have a written professional development plan that is reviewed annually. 8

9 The Offeror will ensure every lead teacher completes annually a state-approved, selfassessment instrument to help them advance their teaching practices. Offeror shall have experience in operating the Early Childhood Entitlement (ECE) grant for a public school district. 3.0 Deliverables Schedule The Contractor shall develop and submit to DPSD the deliverables as depicted in the table below. Deliverables Schedule Deliverable RFP Paragraph Due Dates Implementation Plan, identifying timeline, strategies and processes for all items required in Section 3.0 Weekly, Monthly, Annual Reports as agreed upon during implementation meeting days after award 3.0 TBD Invoice 3.0 l 7 days after preceding month 3.1 DPSD will review and comment on each deliverable within 10 days after officially receiving the deliverable. The contractor shall have 10 working days to revise and re-deliver the product. If the contractor has not received any comments from DPSD within the 10-day timeframe the deliverable will be considered accepted. 4.0 PROPOSAL FORMAT This section provides information about how the Request for Proposal should be structured and includes specific items that must be addressed. Also included are questions which must be answered in order for the firm to be considered. Each proposal should be constructed according to the format provided. Submissions that do not conform to the specified format will be rejected. See Bonfire submission instructions for details on how to upload responses into the Bonfire software. 4.1 Authorized Signature If the proposal is submitted for an individual, it shall be signed and the full name and address shall be given. If it is submitted for a firm, or partnership, it shall be signed with the co-partnership name or by a principal of the firm who shall sign his/her own name, and the name and address of each member shall be given. If incorporated, a Certificate of 9

10 Incorporation from the Secretary of State must also be presented to the DPSD prior to award of agreement. Subject to the provision regarding assignment, this agreement shall be binding on the administrators, successors, and assignees of the parties hereto. 4.2 Economy of Preparation Proposals should be prepared simply and economically, providing straightforward, concise delineation of the firm's capabilities to satisfy the requirements of this RFP. Please note in order to ensure that the DPSD Evaluation team can identify the firm s specific response to the solicitation it is suggested that you follow the numbering format provided in this solicitation, especially in the area of scope of service. Fancy binding, color displays and promotional material, etc., are not necessary. However, technical literature about the firm's experience and qualifications may be included. The emphasis should be on completeness and clarity of content. In order to expedite the evaluations, it is essential that specifications and instructions contained in these instructions be followed exactly. The evaluation process will not provide credit for capabilities or advantages which are not clearly shown in the written proposal for services. The following information is requested in preparing a response to this Request for Qualification (RFP). In addition a table of content, a cover letter, and an executive summary is required Firms Are Required To: 4.2.1a Provide a description of the firm's qualifications, including general information and a brief history of its incorporation, and prior experience within the last five (5) years. Include a statement about firm's ability to expand services and any other information that may be beneficial to the DPSD in evaluating the firm's qualifications and experience b Comment on your firm's ability to perform as related to current workload, availability of qualified personnel, and the availability of equipment and facilities. Provide documentation supporting key personnel in the firm as related to technical training, education and experience c A list of at least three (3) clients (including names, addresses, and telephone numbers) for which the firm has provided similar services shall be included within this section of the statement of proposal. Please complete Attachment V for this purpose. (This attachment may be reproduced as required) The DPSD may contact any or all of the reference at its discretion d Please discuss your firm's financial condition and, if possible provide the latest annual report or financial statement for the last two years. Figures must be in U.S. dollars Management Reports 10

11 This section requires a description of any required management reports, including, but not limited to, invoicing which will be provided to the DPSD. Please attach examples of reports and describe any unique reports that can be customized to our specifications. For each report, provide the following information: Report Name: Title Description: How is information organized (i.e.major fields) Frequency: How often are reports issued? Firm s Addendum (Optional): This section is provided for the submission of any additional information not included elsewhere and considered to be pertinent to the evaluation of the Request for Qualification Implementation Plan: Firm s proposal must include a detailed implementation plan clearly identifying how it will accomplish and provide requirements identified in section 3, the steps to be taken beginning at the start of the contract period, through contract completion including point of contact, rules of engagement, invoicing, a proposed timeline. 5.0 Attachments In addition to the aforementioned required information, the following attachments must be completed and returned with solicitation response: 5.1 Attachment I - Cost Proposal Form: The Offeror(s) shall submit pricing for goods and services in the manner stipulated in this document (Cost Proposal). All pricing must be valid for at least 90 days from the solicitation close date, unless otherwise noted. The cost proposal must be signed by person(s) who have signatory authority to make said offer at the time of the response. 5.2 Attachment II Non Collusion Form: Per the laws of the State of Ohio, no Offeror may engage in activities with any other firm or organization to manipulate pricing or hinder competition. All offerors must complete and submit the non-collusion form with the solicitation response. 5.3 Attachment III Affidavit of Disclosure of Delinquent Property Taxes: Based on Ohio Revised Code , the Dayton Board of Education requires that all firms submit with their proposal an affidavit affirming status of delinquency on property taxes. The Affidavit affirming that there are no delinquent property taxes must be completed, signed, notarized and submitted with the solicitation response. 5.4 Attachment IV City of Dayton HRC Approval Letter: Firms submitting proposals must be approved by the Human Relations Council (HRC) of the City of Dayton and must 11

12 submit with their proposal evidence of such approval. Firms interested in bidding for future contracts with Dayton Public School District should complete the City of Dayton HRC s Affirmative Action Assurance form located at this link: Upon acceptance the HRC will issue an approval letter which should be included with the solicitation response. Bidders that have not received a response by bid date may submit verification that the application has been submitted to the HRC. However, no contract shall be entered into with the receipt of said approval. 5.5 Attachment V Past Performance Reference Forms: Offerors shall demonstrate their experience in successfully providing services that were similar in their nature, size, and scope to this solicitation. The Offeror shall also include three (3) Past Performance references from contracts that were completed in the past three (3) years. Offerors shall be given special consideration if the past performances presented demonstrate similar experience in a K-12 school system equal to or larger in size than DPSD. It is the expectation that the DPS evaluation team will attempt to verify the information on with the contact information as provided within 30 days the solicitation close date. It is the offeror s duty to ensure that the contact information provided is accurate and up-to-date at the time of submission, and to notify the references of the potential that DPSD personnel may attempt to make contact and the necessity of a prompt response. 5.6 Appendix IP-I thru IP-IV DPS Community Inclusion Program (CIP) In January 2004, the Dayton Board of Education approved a resolution enacting the DPS Community Inclusion Program. The premise of this program is that firms doing business with DPS will make good faith efforts to actively seek local and economically disadvantaged business enterprises (EDBE) for the engagement of all contract related activities in regards to the proposed offerings for this project. Goals and guidelines of the DPS CIP are outlined in appendix annotated above. OFFERORS MUST COMPLETE AND INCLUDE THE EDBE/EDGE PROVIDER AND WORKFORCE PARTICIPATION FORM with the solicitation response, regardless of the expected level of participation. Any supplemental documentation should be submitted in addition to this form. Any questions concerning the DPS CIP should be addressed to the contact person for this solicitation. 5.7 Evaluation Criteria/Scoring Weight (100 points total) DPSD seeks to achieve the maximum value for the Board, staff, students and community. To that end evaluations of DPSD solicitations shall be based on, but not limited to the following criteria. a) Cost: Service pricing and availability; b) Value added considerations and benefits to the DPSD c) Quality of service: personnel, and facilities of the firm's organization, as determined solely by the DPSD; d) The firm's relevant experience, qualifications, and success in providing a service of the type described in this document; e) The firm's reputation for quality service and problem solving within the marketplace; f) The contractual terms proposed by the firm that would govern any contract relationship with the DPSD; g) The firm's capability to provide requested services in a timely manner as agreed upon; 12

13 h) The firm s financial stability; i) The firm's references from three major commercial accounts; j) Firm s good faith efforts to meet Community Inclusion plan goals and objectives, and any other factors relevant to the firm's capability and willingness to satisfy the DPSD The Scoring Weight for this solicitation is as follows: Cost 30% Qualifications 20% Experience 15% Implementation Plan 25% Community Inclusion Program Good Faith Efforts 10% 6.0 TERMS AND CONDITIONS 6.1 Late: All conditions and provisions of the RFP are deemed to be accepted by the firm and incorporated by reference in the statement of qualifications and will apply to subsequent agreement arrangements. Late proposals will not be accepted for consideration of this project. 6.2 Facsimile: Facsimile submissions will not be accepted. 6.3 Opening: There will not be a public opening; however, firms submitting Qualifications for consideration will be notified of results. 6.4 Indemnity: The firm shall indemnify the DPSD all damage caused to the DPSD property as a result of the negligent actions or wrongful acts of the firm, its employees, servants, and/or agents. The firm shall indemnify and hold harmless the District, its employees, servants and/or agents from all claims, demands, actions, suits, or proceedings initiated by third parties arising from the negligence of the firm, its employees, servants, and/or agents Protection of Persons and Property: The firm shall take all reasonable precautions for safety and reasonable protection to prevent damage, injury, or loss to all of his employees and other persons. 6.5 Liability Insurance 13

14 Before starting any work under the agreement, the firm shall except, as otherwise approved by DPSD, take out and maintain at its own cost and expense, the following insurance until the agreement is completed. Such insurance shall be with companies and with limits satisfactory to DPSD, and not less than required by law Worker s Compensation: The selected firm agrees to furnish an official certificate or receipt of the Industrial Commission of Ohio showing payment of necessary premiums to the State Insurance fund when such certificates are required in the Request for Qualification General Liability: The selected firm shall carry general liability (to include): Contractor s Liability and Product Liability, and Personal Injury and Property. Bodily Injury, including Personal Injury and Damage of $1,000, for each occurrence/or as required by law, whichever is greater Automobile Liability: The selected firm shall carry automobile liability, including non-ownership and hired car coverage as well as owned vehicles, bodily injury and damage of $1,000, for each occurrence or as required by law, whichever is greater Certificates of Insurance: Certificates of insurance which are acceptable to DPSD legal department shall be filed with the District prior to the commencement of any work. These certificates shall contain a provision that coverage afforded under the policies will not be canceled unless a fifteen day (minimum) prior written notice has been given to the District. Alternate Bids for insurance requirements may be submitted however, it shall be at the sole discretion of the District to accept the alternate. 6.6 Applicable Regulations All services provided shall comply with all applicable federal, state and local regulations. 6.7 Governing Law Any agreement resulting from this Request for Qualification is subject to the DPSD s policy, the laws of the State of Ohio, and any other applicable federal and/or local laws and regulations. 6.8 Equal Opportunity 14

15 The firm to whom the agreement is awarded shall comply fully with the provisions of Sections and , Revised Code of Ohio, relative to discrimination and intimidation of employees. The firm agrees that it will not discriminate against any employees or applicant for employment, because of race, sex, color, creed, national origin, or ancestry, which action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, rates for pay or other forms of compensation, and selection for training, including apprenticeship. The firm further agrees to post in conspicuous places available to employees and applicants for employment, notices, to be provided by the City of Dayton, setting forth the provision of this equal opportunity employment clause. The firm agrees in its solicitations for employees, to state that all qualified applicants will receive consideration for employment without regard to race, sex, color, creed, national origin or ancestry. The firm agrees to cooperate fully with the DPSD to ensure that the provision of this equal opportunity employment clause is being carried out. 7.0 TERMINATION CLAUSES 7.1 Termination for Convenience: DPSD may terminate the agreement, in whole or in part, whenever it is determined that such termination is in the best interest of the District, without showing cause, upon giving 90 days written notice to the firm. DPSD shall pay all reasonable cost incurred by the firm up to the date of termination. The firm shall not be reimbursed for any profits which may have been anticipated but which have not been earned up to the date of termination. 7.2 Termination for Default: When the firm has not performed or has unsatisfactorily performed the repairs DPSD may terminate the agreement for default. Upon termination for default, payment may be withheld at the discretion of DPSD. Failure on the part of a firm to fulfill the agreement obligations shall be considered just cause for termination. The firm will be paid for work satisfactorily performed prior to the termination less any excess costs incurred by the Dayton Board of Education in procuring and completing the terms of the agreement. If at any time during the term of the agreement, the school district determines that the firm has not kept and observed the conditions of the agreement, and has not corrected the breach within five (5) working days following receipt of written notice, DPSD shall have the right, in its sole discretion to terminate said agreement upon five (5) days additional written notice. 15

16 ATTACHMENT I PRICE PROPOSAL FORM FROM: TO: THE DAYTON BOARD OF EDUCATION 115 S. Ludlow Street Dayton, OH Written as _$ and cents. The base bid will be used for evaluation and budgetary purposes and should not be construed as a guaranteed cost. DPSD will pay only for services provided,( see Section 3.1, item l). Print Name/Title date The undersigned as Offeror declares that the only parties interested in this proposal as principals are named herein; and that this proposal is made without collusion with any other person, firm or corporation; and that no officer or agent of the owner is directly or indirectly interested in this proposal. Offeror hereby attests that any agreement for services required by DPSD resulting from this solicitation will be provided at the rates as submitted on the firm s proposed fee schedule (Offeror, please attach to this document and label Attachment IA, Fee Schedule. Any amendment, increases or elimination of offerings, subsequent to this agreement must be agreed upon by both the Offeror and DPSD. Firm Name: Firm s City/State address Zip Signature of authorized agent Signature of authorized Agent Print Name/Title date 16

17 ATTACHMENT II NON-COLLUSION STATEMENT DECLARATION UNDER PENALTY OF PERJURY The undersigned declares that: he/she holds the position indicated below as a corporate officer or the owner or partner in the business entity submitting these qualifications; that the undersigned is informed of all the relevant facts surrounding the preparation and submission of these qualifications; that the undersigned knows and represents and warrants to the Dayton Public School District that these qualifications are prepared and submitted without collusion with any other person, business entity or corporation; and, that the Firm submitting these qualifications is the only person, business entity, or corporation with any interest in the resultant contract. I declare under penalty of perjury that the foregoing is true and correct. FIRM: BY: TITLE: (Signature) ADDRESS: DATE: 17

18 ATTACHMENT III AFFIDAVIT ON DISCLOSURE OF DELINQUENT PERSONAL PROPERTY TAXES (R.C ) State of Ohio County of Montgomery The undersigned being duly authorized officer (s) or owner (s) of (company) do solemnly swear or affirm that charges of personal property taxes of any county in which the Dayton Board of Education has territory (have) (have not) been made against (company). Signature of Officer or Owner Sworn or affirmed to before me and subscribed in my presence this day of Notary Public My Commission Expires 18

19 ATTACHMENT IV 19

20 ATTACHMENT V REFERENCE SHEET Please complete this sheet on at least three (3) clients to whom you have furnished similar services being proposed, within the last five (5) years. CLIENT S NAME: CLIENT S ADDRESS: CONTACT PERSON CONTACT PHONE ( ) / CONTACT DOLLAR VOLUME OF SALES: CONTRACT DURATION: BRIEF DESCRIPTION OF PRODUCTS/SERVICES PROVIDED: 20

21 EXHIBIT IP I BID SUBMISSION INSTRUCTIONS for DAYTON PUBLIC SCHOOLS COMMUNITY INCLUSION PROGRAM EDBE PARTICIPATION Dayton Public Schools Community Inclusion Program has two major initiatives. The first is the utilization of disadvantaged Firms in Dayton Public Schools contracts. The District has a goal of 35% participation with Economically Disadvantaged Business Enterprises (EDBE). Each contractor is expected to utilize good faith efforts to solicit and engage EDBE(s) as vendors/suppliers to meet this goal. Please review the criteria for Good Faith Effort Determination IV included in Exhibit IP included with this document. The EDBE Participation form, located in Exhibit IP section of the bid specifications, should be used to record participation of EDBE subcontractors. The completed form should be submitted at the time bid, and should contain all relevant data, including EDBE name, types of service or supplies, or construction, amount of contract to EDBE and % of EDBE contract to base bid. If the proposal does not include a firm price, the anticipated scope of service and estimated percentage to base bid should be indicated. WORKER UTILIZATION In addition to the EDBE goal, the Dayton Public Schools Community Inclusion Plan has a goal, when applicable, for 25% of on-site workforce associated with the procurement to be Dayton Public Schools District residents. Estimated percentage of on-site workforce should be entered in the appropriate section of the EDBE/Workforce participation form. FORM COMPLETION The EDBE/EDGE Provider and Workforce Participation form should be completed as indicated above, and must be signed by an authorized company agent and witnessed and signed by a public notary. The bidder should provide copies of request for quotes, phone logs, fax verification forms and other supporting documents which can be used in the determination of good faith efforts (See Good Faith Effort Determination IV document) Upon award of contract, firms will be required to complete a manpower utilization form for on-site hours worked by all staff, where applicable. SPECIAL NOTE: There will be certain conditions, such as sole source, industry related restrictions, availability of resources that could adversely affect, or eliminate the potential of utilization of EDBEs. In all cases, the bidder should submit the Provider and Workforce participation form, indicating any limitations for consideration and determination of good faith effort by the DPS evaluation team. Failure to submit the form could be lead to the determination of bidder non-responsiveness, or no good faith effort. 21

22 VENDOR CERTIFICATION The DPS Community Inclusion program uses race/gender neutral measures to meet good faith effort goals for subcontracting. Currently the District will accept the City of Dayton PEP certification for S/DBE firms as well as, State of Ohio EDGE certification toward our inclusion goals. Visit the respective links for a list of current certified contractors. A copy of the certification of each firm listed on the EDBE/Workforce Participation form is to be submitted with the form. CONTACT INFORMATION Any questions regarding the Community Inclusion Program, certified EDBEs or required documentation for bid submission should be addressed to: Terri Allen, Director; DPS Purchasing & Contract Administration TAllen@DPS.K12.OH.US 22

23 EXHIBIT IP II DEFINITIONS TO PROVIDERS FOR DPS COMMUNITY INCLUSION PROGRAM 1.0 Diversity and Inclusion Goals/Outreach to Economically Disadvantaged Business Enterprises and Local Businesses and Local Residents 1.1 Purpose. The Owner is committed to assuring that all qualified workers, providers of goods and services, suppliers, contractors, subcontractors have an equal opportunity to participate on the Project and have established The Community Inclusion Program (the Program ) in furtherance of this commitment. In addition to the foregoing, the Program is established for four primary purposes: (1) equal opportunity for employment on all Projects; (2) promoting the participation of Economically Disadvantaged Business Enterprises (as defined in capable of providing labor, materials, and services in connection with the Project; (3) advancing local economic revitalization, and achieving non-discrimination in the award and administration of Project contracts to include Local Businesses; and (4) to provide meaningful job opportunities for workers whose tax dollars fund the construction who are Local Residents. 1.2 Goals. The goal of the Program is to achieve 35% participation in the project at all levels by Economically Disadvantaged Business Enterprises. Further, the goal as it relates to on-site workforce participation by Local Residents is twenty-five percent (25%) participation. While the Owner encourages Economically Disadvantaged Business Enterprises and Local Businesses to participate in the Project as Prime bidders, all Bidders, whether they are themselves an Economically Disadvantaged Business or not, are required by the Program to use good faith efforts to locate and engage the services of Economically Disadvantaged Business Enterprises and (to employ Local Residents) that are ready, willing, and able to supply labor, materials, and services in connection with the Project. These goals are not race-based or gender-based quotas or setasides. Each Bidder must demonstrate its good faith efforts to meet or exceed these goals. Although, failure of a Bidder to meet these goals shall not be a reason for rejection of bid, failure to meet good faith effort requirements will be considered in the determination of bidder responsiveness and/or responsibility. 2.0 Definitions 2.1 Economically Disadvantaged Business Enterprise or EDBE means an enterprise that is at least 51% owned and controlled directly or indirectly by one or more individuals, each with a personal net worth equal to or less than $750,000. Personal net worth includes any personal net worth of the individual s spouse but does not include (1) the individual s ownership interest in the enterprise being considered in connection with the contracting opportunity or (2) the individual s equity in his or her primary residence. Additionally, a contingent liability does not reduce an individual s personal net worth. For purposes hereof, the word enterprise means a sole proprietorship, joint venture, partnership, limited liability company, or corporation that has been in business for at least one year prior to the date of contract award and that meets the size limitations of the Small Business Administration set forth in 13 CFR Currently the District will accept certifications from both the City of Dayton S/DBE and State of Ohio EDGE, as certification for the DPS Community Inclusion Program. 2.2 EDGE Certification means an enterprise that having met the criteria of the State of Ohio s Encouraging Diversity Growth and Equity is a certified EDGE business. 2.3 "Local Resident" means (a) a person who resides in the school district of the Owner; (b) a person who resides in Montgomery County 23

24 2.4 "Local Business" means (i) a business entity having its principal place of business in the territory of the school district of the Owner; (ii) a business entity having its principal place of business in the City of Dayton; or (iii) a business entity having its principal place of business the County of Montgomery, without limiting or expanding the definition of Local Business or Local Resident, the Owner s stated purpose relating to Local Business and Local Resident participation is to provide meaningful contracting/subcontracting and job opportunities for business and individuals whose tax dollars fund the construction. Related, but secondary, purposes and goals are to include those who are a Local Resident or Local Business described in (b), and (ii) and (iii), of this Section Good Faith Efforts. Each Bidder must make good faith efforts to locate, engage, and retain Economically Disadvantaged Business Enterprises and Local Businesses in connection with the Project. The Bidder s compliance with the requirement to make these good faith efforts shall be a matter of low Bidder responsibility.. Each Bidder will be required to complete the DPS EDBE Participation Form (contained within this Project Manual and following these Instructions to Bidders) to: (i) provide a list of supplier/subcontractors said low Bidder intends, in good faith, to use who are Economically Disadvantaged Business Enterprises and/or an EDGE Business; or (ii) provide a description of a joint venture said low Bidder intends, in good faith, to enter into with an Economically Disadvantaged Business Enterprises and/or an EDGE Business; or (iii) certify as to good faith efforts made; including but not limited to all EDBE/EDGE contractors contacted, if not used, reason why; attempts to negotiate with EDBE/EDGE contractor, attempts to carve out a smaller scope of work for which the EDBE/EDGE contractor can perform., and the intent to use local residents. (A complete list of criteria for determining good faith efforts is contained within this Project Manual and following these instructions to bidders.) The DPS Participation Form must be signed by an authorized agent of the company, as well as signed and sealed by a certified notary public, documenting the attempts to meet the goals of utilization of Economically Disadvantaged Business Enterprises and/or EDGE Business. 4.0 Forms Required. Each Bidder shall submit with the bid, a DPS EDBE/EDGE Provider and Workforce Participation Form indicating the Bidder fulfills the requirement of the DPS Community Inclusion Program. All Bidders who are awarded a contract may be required to submit periodic reports during the term of the Contract to the Office of Diversity or a Program office to be established by the Owner. If this proposal results in contracted firms employees working at a DPS site, a Manpower Utilization form will be required monthly (see copy in this section). All Bidders who are awarded a Contract with the Owner may be required to submit a Contract Completion Survey (to be provided by the Owner after all work is completed. Failure to provide any requested information about utilizing Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents during the Contract term, can be a determination of contractual deficiency and may require a remedy, or contract termination as determined by the owner. 24

25 5.0 Race-Neutral Devices: The Owner supports the use of race-neutral devices to aid Economically Disadvantaged Business Enterprises and Local Businesses in the bidding process, to the extent that such devices are legal and economically feasible. In order to facilitate the participation of such businesses, the Owner will do the following: 5.1 Advertise and promote the availability of Project prime contracts, subcontracts and employment in a broad-based manner to include Economically Disadvantaged Business Enterprises and Local Businesses; 5.2 Hold meetings and provide other resources to acquaint Economically Disadvantaged Business Enterprises and Local Businesses with the requirements and Scope of Work, and coordinate such efforts with organizations familiar with and willing to reduce the problems Bidders may experience in getting quotes from Economically Disadvantaged Business Enterprises and Local Businesses in the course of bidding the Work; 5.3 Provide apprenticeship support and referral resources to Local Residents who maintain a certain level of participation and are actively seeking licensure and assistance; 5.4 Publicize capacity building programs in a broad-based manner for the purposes of notifying Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents and coordinate efforts with other organizations such as MCBAP, SCOMBC, and NAACP, among others, in the Dayton area that have capacity building programs; 5.5 Break down the scope of large prime Contracts within the Project into smaller contractual parts to facilitate the participation of Economically Disadvantaged Business Enterprises and Local Businesses; 5.6 Arrange adequate time for the submission of bids and specifications review so as to facilitate the participation of Economically Disadvantaged Business Enterprises and Local Businesses; 5.7 Require bidders on Project prime contracts to use good faith efforts to locate and engage the services of Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents ready, willing and qualified to supply labor, materials and services in connection with the Project. The Goals include no less than thirty-five (35%) participation of Economically Disadvantaged Business Enterprises. and Local Businesses and twenty-five percent (25%) workforce participation by School District Residents. 5.8 Develop and implement outreach programs for the economically disadvantaged business community; 5.9 Actively seek out and include qualified Economically Disadvantaged Business Enterprises and Local Businesses on bid invitation publications that are also available to the public in general and ensure that Goals are understood by all Bidders; and 5.10 Provide resources and information to Economically Disadvantaged Business Enterprises, Local Businesses and Local Residents seeking opportunities to participate on this Project. 25

26 EXHIBIT IP III

27 EXHIBIT IP IV GOOD FAITH EFFORTS DETERMINATION DPS and/or it authorized compliance agency will utilize the following factors, as consistent with Ohio Revised Code 123: in the determination of a contractor s good faith efforts to meet the goals of the DPS Community Inclusion program. Determination of good faith efforts will be made by information provided on and with the DPS EDBE/EDGE Participation form to be completed and provided with the respondents bid. Additional supporting documentation may be required at the request of the Diversity Office. 1. The bidder utilized reasonable and available means to identify and solicit all certified EDBE/EDGEs* business enterprises that have the capability to perform the work of the contract by providing copies of written notification that their interest in the subcontract is solicited. 2. The bidder must provide evidence of efforts to divide the work into economically feasible portions of the contracted work to increase the likelihood of the participation by EDBE/EDGEs certified business enterprises. 3. Evidence that the bidder provided all appropriate certified EDBE/EDGE business enterprises with adequate information about the plans, specification and requirements of the contract in time for EDBE/EDGE certified business enterprises to bid on the project. 4. The bidder negotiated in good faith with interested certified EDBE/EDGEs business enterprises. To demonstrate good faith negotiations, the contractor shall provide the evidence of such negotiations, including but not limited to: 5. Names, addresses, dates, and telephone numbers of the EDBE/EDGEs certified business enterprises considered. 6. A description of the information provided to the EDBE/EDGEs bidder regarding the RFP/Bid specifications for portions of the work to be performed; 7. A statement of the reasons why additional agreements with EDBE/EDGEs were not reached; and 8. Copies of written quotes from all EDBE/EDGEs seeking subcontract work with prime at the time of the bidding 9. The bidder or contractor shall properly evaluate an interested certified EDBE/EDGE business enterprise as being qualified for the work of the contract. A bidder must give equal consideration to an EDBE/EDGE certified business enterprise regardless of it s standing within an appropriate industry, membership, or affiliation in a business, union, social or political group. A written statement of the reasons an EDBE/EDGE s quote was not accepted, must be documented and submitted. 10. Evidence that the bidder utilized the services of the District and/or its authorized representative and/or organization that provides contractor assistance in the identification and recruitment of EDBE/EDGE certified business enterprises. 11. The bidder utilized the list of qualified EDGE certified business enterprises as provided by the equal employment opportunity division of the department of administrative services.** 12. Evidence of efforts to assist EDBE/EDGE s who need assistance in obtaining bonding and/or insurance which the bidder requires. *EDBE/EDGE; Dayton Public Schools will accept State of Ohio EDGE certification as well as other EDBE, SDBE certifications. Any question regarding acceptable certification should be addressed to the Director of Purchasing & Contract Administration **Imperative to the determination of good faith efforts is the contractor s attempt to identify and engage EDBE/EDGE certified business enterprises. Consistent with this effort will be the contractor s contact of the District s Purchasing Office at THE END